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and it is four o'clock so maryland when
you are ready we can start the meeting

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thank you

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all right can i have a movie the second
to call the meeting to order please

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counselor cabral council for more that
the special meeting of the council

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township spring water of may 4 2022 come
to order at 401 pm all those in favor

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that is carried due to covert we
continue to take

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the steps to limit in-person meetings
and conduct the council meetings

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with council and staff
virtually

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um you can watch the meeting live on the
township's website at www.springwater.ca

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or you can um
visit the webpage and watch the video

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on the township's youtube channel after
the meeting are there any disclosure

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canary interest counsel

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all right
now please to call upon mr john noss

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a partner of black line consulting to
present the it master plan

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hi good afternoon everyone just making
sure i can get my technology working now

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uh thank you very much i've got a
presentation that i will share and walk

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through

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all right hopefully everyone can see the
presentation that i have

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yes thank you great
um in terms of agenda today we'll uh

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i'll briefly take you through the
approach that we took uh the it master

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plan on page uh the importance of some
of the systems that you have and uh and

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also the importance of systems going
forward future role of iit

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the proposed initiatives uh the roadmap
to get there and what you can expect in

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terms of future value from um uh
implementing the it master plan

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okay so we'll let you make the
presentation then we'll have questions

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after you finish the presentation
perfect how do you pronounce your last

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name john
nice nice thank you go ahead thank you

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um our approach uh we do quite a bit of
work with other municipalities uh in

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developing ite master plans uh we use a
four phase approach as you can see there

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starting with discovery
performing analysis developing some

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insight around the recommendations on
what we think that you should be uh

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doing going forward and then docking me
documenting that into a final report our

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approach is by design highly
collaborative it starts off

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understanding more about the context of
the municipality um what your needs are

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from a resident perspective
and from a staff perspective and then

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getting into the technology components
of it

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um the i.t master plan on the page this
summarizes both the vision some of the

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priorities and the proposed initiatives
so as you can see we were able to to

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work with the
the municipality to come up with a

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vision statement
which is enabling the township to

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deliver efficient customer-centric
services

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there's three priorities that were
distilled based on the the initiatives

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and the current state and the first one
is around digital services uh which

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again covet has been a bit of an
accelerated to move uh many

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municipalities uh to to provide uh
greater services online

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or
robust services online

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i.t governance is also an important
priority as the township adopts more

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technology and uses it
needs to look at how we make decisions

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involvement of i.t
and so on and finally system integration

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and enhancing the systems your staff use
technology today they rely on those

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systems and the flow of information
between one system to another can be

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greatly beneficial to eliminate manual
steps uh and time consuming activities

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we've identified 11
initiatives now i will i'll go through

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each one of them but i'm going to pause
there i won't go through each one right

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now i'll go through that shortly
one of the key things uh for this

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strategy um is that uh the as i
mentioned the the system enhancement and

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system integration you have a set of
systems today um as you can see there's

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a a list of some of the key systems that
you have uh which is which is great but

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one of the challenges that you have is
one there's a few gaps with some of the

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systems uh that that you you that you're
working with today uh i know citywide is

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one example where there's some
enhancements that are being performed

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as well as integration there's not a
whole lot of integration between the

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systems so even though you have staff
using the right systems um moving from

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one system to another can cause some
manual activity and as the the township

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continues to grow one of the best ways
of making sure that you can ensure

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efficient growth is by reducing some of
those manual activities

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[Music]
in terms of the future role of i.t i.t

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and technology is constantly changing we
need to make sure that we've got a clear

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description of the roles and
responsibility of i.t as well as the

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other departments and so for for for me
when we do these types of reviews i'd

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like to make sure it's it's clear in
terms of what the role of iit will be

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responsible for
and one of the the key points that we

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have is around
it should be involved in leading some of

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the decision making around the type of
hardware uh and software that the

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township adopts to make sure that one it
complies with security practices and

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standards but also it fits within the
knowledge and capabilities of the iit

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department itself so that you're not
picking things that maybe uh the i.t

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department needs to doesn't have
necessarily knowledge or capabilities

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the second is that it's role is is not
to to own the the optimizing of business

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processes that's the department's
responsibility but it can play a leading

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role to really help uh provide
opportunities for the departments and

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help them with their optimization
um the next one continued to to keep

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technology up to date uh always a
responsibility for it and this is just

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you know reconfirming that that is
firmly the the responsibility of iit and

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lastly that it is also a steward of data
across the township making sure it's

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secure available and that the
performance is there to make sure that

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it can enable all the staff and
departments to deliver the services that

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they're responsible for

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the next few phage phases uh pages i
will walk through the proposed

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initiatives four phase uh four pages in
total um the first starting with what we

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call develop a target systems and data
architecture and as i alluded to earlier

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you have many systems in place today uh
that are appropriate systems and now

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it's about making sure that we can build
the integration between the systems uh

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so we can optimize uh the way that staff
work

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and the first thing is about creating a
blueprint as you can imagine

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building a house or renovations you have
a blueprint you have a design

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and then from there you're able to
update it and add the things that you

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want or remove the things so similar to
this it's creating that blueprint and

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then looking at the data the information
that exists in one system and another

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and seeing where there might be
opportunities for improving that flow

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and then developing a plan around
addressing some of those integration

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aspects
the benefit is

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the intent of the benefit is to reduce
some of that manual effort for staff

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the second one is formally include i.t
in the procurement process you have a

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by-law for procurement however what
we're suggesting is that

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it typically has a procurement
guidelines it's a little bit more

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detailed it covers things like technical
standards uh and that could be the type

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of software that you use uh whether
you're a microsoft or oracle type

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organization uh may also talk about some
of the requirements around

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security uh whether it's in the cloud or
on-premise so there's a bunch of

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technical kind of guidelines that you
can include you can create

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and include in rfps when you go to
market but then also making

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making sure that you've got standards
that it can operate from

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this will be helpful to to one improve
the planning and resource management

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from a i.t perspective so that they also
know when when they'll get involved and

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also that
they won't necessarily have to undo any

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type of work that maybe
a department's gone out to to market and

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the standards don't quite line up it
also

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helps ensure the consistency of the
technology that you adopt going forward

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the next is create a cloud-first policy
for those of you that don't know what

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cloud is it's
a kind of a short definition is where

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the the hardware the servers instead of
having it within your office

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it's in the it's in a data center it's
in a third-party organization um

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typically uh the the cloud provider will
be in canada so that it complies with

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data residency rules but not necessarily
um

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what we're suggesting here is that while
the the the township has been um

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actively moving things to the cloud um
creating some guidelines around when we

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should and when we should uh what are
some of those factors and typically it's

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around privacy security uh financials um
so that you do have a

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guidelines to to make sure that you are
consistently uh making a the right

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decision the second is then looking at
what you still have left which isn't in

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the cloud and creating a migration plan
and in some cases that you may not be

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aware of but
many of the vendors are moving to a

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cloud only option so in the future you
won't necessarily have an option so you

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almost need to start preparing for that
so that it doesn't happen to you

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and some of the benefits you can expect
from this is improved resiliency so

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making sure available systems are more
available and robust it also will help

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reduce some of the capital costs and
shift that top rate expense

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and then additionally from an i.t
support

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in some cases it helps to reduce that as
well

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number four formalize it governance

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the importance of i.t is is increasing
and i think all departments are quite

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reliant on it especially during covid um
and what we're suggesting is that

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there's a regular
cadence uh with it meeting with the

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different departments understanding what
their needs are what their priorities

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are uh could be escalating certain uh
incidents or tickets and things that

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it's working on but also
having it involved in leadership

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meetings so that they're able to present
and show the the leadership team what

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it's working on
this will help improve planning as well

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as alignment between iit the other
departments and leadership

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create an i.t literacy program as you
can imagine

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the the township has a varied workforce
different uh lines of business different

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type of businesses um and along with
that you also have different staff some

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are very adept at using technology and
systems and can learn it quite easily

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and others it's a little bit more
challenging

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and as there's more dependence on
technology for the different departments

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we need to make sure that we've got a
good understanding of you know where our

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staff are in terms of their ability to
use the systems that we have the

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information and technology create a
plans and learning

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articles and a program for them to to
make sure that they are getting the most

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out of
the systems and they're able to keep up

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the benefit here and in many cases we
find that you may have the right systems

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but may not have all the the right
training for staff so the big benefit

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here is making sure you've got effective
use of the technology investments that

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you've made but then also a better
awareness of security

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number six is is meant to help improve
uh it's ability to deliver service and

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also
reduce some of the the manual activities

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that that it undertakes
and what we're suggesting is

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implementing an it service management
tool the service management tool very

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simply is uh
does a number of things everything from

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tracking incidents and work orders uh
can also help with asset management it

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can help with some automate some tasks
such as pushing out

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software updates and so on so some of
those activities that today are done

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manually uh what we're suggesting is to
is to to select a tool revise the it

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processes and then be able to start
reporting against it along with that

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what we suggested is uh that it
undertakes itil training which itil is a

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information technology infrastructure
library it's a common practice that's

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been in place for about 20 some odd
years maybe even longer

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i know when i started my career
it was it was quite uh prevalent

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basically it provides a framework and
structure around it processes um how to

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do them uh what to do and when
um the the benefit here is around

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automating some of its activities so
that they get a bit

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more capacity to to refocus their effort
in other areas and improve service

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delivery through consistency

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number seven is creating an uh asset
refresh uh policy for it assets

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this will help ensure that
the i.t department has

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asset information much more granular
level of asset information so they're

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able to track it they're able to attach
it to work orders and make sure that

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they can flag maybe where some some
hardware may be underperforming and

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needs replacement um as well as just in
terms of uh good practice around refresh

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making sure that we've you know stay
compliant with uh with the the assets

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and making sure that they're not getting
too aged

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aged assets can cause
more work more break fix so improved

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effectiveness is the benefit as well as
a more predictable expense

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number eight is consider outsourcing
security services security is a you know

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continued threat uh cyber security uh
it's quite difficult to keep up

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especially when you're a small
department uh and one of the things that

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we suggest is that there are firms that
do this uh only this that's their

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expertise they're able to provide this
service for you so we're suggesting

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creating an rfp go to market create a
business case based on what you find out

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and then implement the preferred option
and the the benefit is improved

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resiliency for the
township number nine is is uh is uh uh

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somewhat uh related to number eight
which has created a cyber review

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schedule um so not just the security
services but also cyber readiness making

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sure that you've got a plan that you can
uh

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manage any kind of cyber event uh and
and respond to it similar to disaster

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recovery or emergency uh plans that you
know municipalities undertake and test

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annually this is a similar one it's just
focused much more on cyber readiness

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[Music]
last page on the proposed initiatives

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run a data warehouse proof of concept
data analytics is going to be

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increasingly important over the coming
years you've got the systems once you

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work out the integration then you'd be
able to to really start turning uh

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pulling that data out and being able to
do uh reporting and analytics uh what

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we're suggesting is to go to market
evaluate some of the options uh work

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with a vendor to perform a
pilot and then do cost benefit analysis

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if that if it
provides the the value that you foresee

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this will help in terms of
enabling the organization to be more

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data driven on its decision making
increase efficiency and

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increase efficiencies as it relates to
some of the manual reporting that

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happens today
number 11 the last one which is robotics

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process automation
effectively what this is is it's a

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method for which you can
automate repetitive activities it's

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using software that it can have some
intelligence to perform these activities

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and some of the common processes that it
can help automate are accounts payable

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you know something that happens quite
often um and it's it's quite repeatable

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um and what we're suggesting here is to
select a platform robotics process

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automation platform uh perform a proof
of concept against some of the the

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target processes that the municipality
has and then roll it out it's a low-cost

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way of innovating some of your processes
it's also a low-cost method that may be

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a better solution than integrating some
of your systems in some cases it might

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be too costly this could be a good
alternative for you

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so those are the 11
recommendations that we've suggested as

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you can see with the five-year roadmap
it is front loaded

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many of these some of these activities
are already underway um uh that we've

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spoken with the cio and with it um so
they've been working on some of these

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already uh because for example formulas
and i.t governance uh is a good example

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and number six as well uh so some of
these are in flight and things that that

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you should continue on with
uh but as you can see it's front loaded

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uh and then uh the the latter few are
pushed out um uh one of the things in

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terms of dependencies number one is
quite important for some of the other uh

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initiatives so it is an important kind
of um

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activity to perform uh early on
and lastly in terms of future value what

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will you get as you as you implement the
it master plan there's a number of

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things that we see around improving the
resiliency and security

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of the of the township improving
customer service uh improving

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productivity as well as providing uh
greater data and analytics and insight

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for the municipality

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so that's the presentation for today
i'll stop there and

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open it up for questions
thank you mr nas

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good good summary lots of information
there before we get into questions

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discussions i do want to
extend a thanks to aaron devried and

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michael bernie to hard-working staff
members for leading the it master plan

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initiative and working with blackline so
thank you both for uh

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for making that happen
so i'll open it up to questions comments

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council

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council cabral

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oh thank you mayor allen
maybe it's possible to remove the

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presentation so i can see everyone once
again

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thank you

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i i like the idea of
the i.t department not necessarily going

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out to vendors all the time i think
maybe worth exploring whether or not the

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i.t department since
the demands on it are only going to be

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greater that maybe coming down the road
we should look at maybe

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an additional staff member in that
particular department because a lot of

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the
technology that's coming down is going

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to put greater demands on them
um i i do know that i think for

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municipalities um our our
sensitivity to um

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keeping our our documents in house i
think that is something that uh we need

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to really consider before we
uh

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move stuff to the cloud uh only reason
being is uh unlike um

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unlike uh
manufacturers and other businesses uh

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there are certain pieces of legislation
that a municipality has to follow

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freedom of information that sort of
thing that i think places

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a much broader
sense of responsibility on a

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municipality i think that's maybe one of
the reasons why a lot of municipalities

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don't necessarily keep their sensitive
data on a cloud

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i think the other aspect too on on that
particular one would also be that

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whenever you engage a vendor or uh
license

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um i think you also have a lot of
conditions and stipulations that have to

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be met so i like the idea of
it

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basically being at the leadership table
because

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they need to be there to hear what's
being said and and also enable them to

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kind of provide the direction for the it
department to follow to achieve the

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goals that
township itself wants so

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overall a lot of great stuff and i do
appreciate it and it does build one

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thing on the other but as i say i think
uh

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making
the cloud necessarily a priority i think

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that would be something that would be
have to look at very critically to see

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whether or not that's something
that should move forward just given that

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most municipalities do not do that and
uh there's got to be a very valid reason

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why they why they do
so those are just a few comments but

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thank you very much for the presentation
i found it very informative thank you mr

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nas any comments with respect to those
points

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no
through your worship the only comment

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just on the cloud
the

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we are seeing a lot more activity with
municipalities moving to to the cloud so

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that that is uh that's definitely
something that that that is happening uh

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but uh but and you know having a good
plan around it is is key yeah so that's

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why
culture richie

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thank you mayor allen actually i'm
this new technology is just

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uh it's just it's everything's such a
moving target today but um our it

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coordinator mike bernie i'd like to hear
from him

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and what his comments are on that
because

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uh mike leads us every day
does a

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00:22:06,559 --> 00:22:13,120
just an amazing job so uh
i'm i'm i'd be curious to know what

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mike's thinking
please enlighten us

307
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okay um
michael

308
00:22:18,240 --> 00:22:24,799
thank you maron and uh through council i
certainly appreciate the comments uh

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i'd like to hear positive feedback so
that's great um but uh certainly with uh

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you know i've worked closely with john
over the past few months and a lot of

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his recommendations i i would agree with
he's he's put a lot of thought into them

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you know we discussed them in great
length certainly some of the concerns

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00:22:40,000 --> 00:22:47,280
council cabral was talking about
uh definitely worth considering um

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if it's about security and stuff like
that i would actually

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i would almost hazard i guess that it
would almost be more secure in the cloud

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because then we aren't exposing our
internal environment to uh

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to any sort of hackers and stuff like
that once we start putting stuff in the

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cloud we'll make sure it's secured with
uh with extra securities like

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multi-factor authentication if you're
familiar with that but basically you

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know it's like those those extra codes
that you get when you gotta log into

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your email
uh things like that just to ensure that

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all of our documents and everything like
that is secure

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um but certainly all of john's
recommendations you know we've like i

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said we discussed them in length um i i
think there are a lot of great uh

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opportunities there you know john's been
in the field uh for a long time i

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00:23:28,720 --> 00:23:36,000
certainly respect his his opinions there
so um and even a lot of the recommended

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recommendations he had yeah i've
certainly uh i've had the same thought

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uh even but prior to uh going through
this process but

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you know there's there's certainly a few
there like the cloud first policy

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and uh and you know the robotic process
automation and the policies that uh

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align with that um those are those are
all great insights and i certainly

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uh respect john's uh input on uh on all
these things i.t

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thank you
any follow on kelsey ritchie

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00:24:07,919 --> 00:24:14,159
no i thank you mayor ellen uh i i just
it that gives

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gives me some comfort as a counselor
that

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we're moving forward
and

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hopefully we're we're going in the right
direction so thank you okay other

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00:24:22,080 --> 00:24:24,480
comments

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00:24:26,159 --> 00:24:31,919
councillor cabral
thank you once again mayor allen i'm

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00:24:29,760 --> 00:24:36,559
just uh touching on
what's being proposed

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00:24:33,919 --> 00:24:41,840
down the road for a lot of remote we
have already been doing that

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and i was wondering um uh from mr nas
and also

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00:24:44,080 --> 00:24:52,960
coordinator bernie
with respect to uh physical tokens for

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accessing uh remotely um our
our servers whether they be on the in

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the cloud or whether they be
uh housed in the house

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is that something that's taking place
now i mean obviously for us it's not

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because um i don't have a physical token
but i'm wondering about that going

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forward i know it's a big thing for
security for people who are are working

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remotely
and it also prevents uh i guess um data

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being breached should that particular
laptop or that piece of equipment

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actually fall in the wrong hands because
without the token there is no access so

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00:25:29,919 --> 00:25:36,159
maybe you could just bring bring counsel
up to speed on that whether or not

353
00:25:33,440 --> 00:25:39,200
that's something looking at as well
coordinator bernie i'll let you uh take

354
00:25:38,080 --> 00:25:42,559
that first
thank you maryland and through you to

355
00:25:40,400 --> 00:25:46,559
counselor cabrel uh absolutely so i
without going into too many details

356
00:25:44,480 --> 00:25:52,240
obviously you know security being a you
know sensitive topic uh we do have

357
00:25:49,760 --> 00:25:57,440
hardware tokens in place uh we are
rolling it out currently um and it will

358
00:25:54,559 --> 00:26:02,400
be an initiative with the new um with
the new council going forward as well

359
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but currently yes most most staff
are using uh are using that sort of uh

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system
okay

361
00:26:09,200 --> 00:26:16,480
other comments councilman chapman thank
you mark allen i'm just wondering what

362
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the next step is after this we go
through each of the

363
00:26:18,080 --> 00:26:25,200
top um that where you said it was um
heavy at the first

364
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first year would you go through those
first

365
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so i just want to know what the next
steps are

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uh mr nas yeah through your worship um
the the plan that we've laid out uh

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we've worked with with um uh with
michael uh to kind of work through the

368
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timeline uh so from my perspective
you've got the plan and it's a matter of

369
00:26:43,760 --> 00:26:49,200
you know being able to execute it um so
i would suggest that you you know you

370
00:26:47,600 --> 00:26:53,520
undertake it in the order that we've
that we've put together um uh in terms

371
00:26:51,760 --> 00:26:56,559
of the you know the the year so i
wouldn't necessarily say

372
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um you know
start number one right away you could

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start all the you know all the ones for
for year one uh at the same time or some

374
00:27:03,120 --> 00:27:09,200
of them uh that michael we did speak
about and i said whichever makes sense

375
00:27:06,880 --> 00:27:13,200
to you uh that's that's kind of leeway
because there may be other things that

376
00:27:10,720 --> 00:27:16,480
happen throughout the year um that i
don't have awareness about so you need a

377
00:27:14,960 --> 00:27:20,240
bit of flexibility so that's why that's
why when we build these plans it's

378
00:27:17,919 --> 00:27:24,240
usually kind of you know the five years
rather than being more specific than

379
00:27:22,000 --> 00:27:27,840
that because uh uh
i.t and and

380
00:27:25,679 --> 00:27:31,840
and you know the changing business world
uh you need a bit of flexibility so so

381
00:27:29,679 --> 00:27:35,279
we did discuss it and i think you know
uh michael's very capable he's gonna be

382
00:27:33,279 --> 00:27:40,640
able to move things forward
michael your thoughts on that

383
00:27:38,000 --> 00:27:44,320
thank you marilyn uh yeah absolutely the
first year you know there's a lot there

384
00:27:42,559 --> 00:27:49,360
but i i think that they're they're
definitely achievable

385
00:27:46,000 --> 00:27:52,480
um you know i uh i think you know some
of the policy making and stuff like that

386
00:27:50,799 --> 00:27:55,760
there are frameworks out there that we
we can adopt and again you know going

387
00:27:54,320 --> 00:28:00,559
through itil training and stuff like
that that john had mentioned uh will

388
00:27:57,600 --> 00:28:04,480
certainly help in that regard um and
certainly like we're looking to sort of

389
00:28:02,240 --> 00:28:09,840
jump the gun so to speak and get started
on uh on some of those initiatives for

390
00:28:07,520 --> 00:28:13,679
2022 as well because you know some of
them are needed uh sooner rather than

391
00:28:11,600 --> 00:28:18,640
later with with the uh growing
municipality so um so you can almost

392
00:28:16,159 --> 00:28:22,960
think of the the 2023 year as a
2022-2023

393
00:28:21,120 --> 00:28:27,840
in a way because you know we still got a
fair amount of time this year

394
00:28:25,919 --> 00:28:34,480
okay
all right if there are no more comments

395
00:28:31,600 --> 00:28:39,039
we'll go to the next portion of this uh
kind of a mover and secondary to enter

396
00:28:36,000 --> 00:28:42,480
into the close closed session please
counselor more

397
00:28:40,799 --> 00:28:47,760
deputy mayor coughlin that in accordance
with section 239 of the municipal act

398
00:28:44,720 --> 00:28:52,080
2001 corporation township of springwater
does hereby resolve moving to closed

399
00:28:49,520 --> 00:28:56,480
session at 4 30 pm for discussion
pertaining to the security of the

400
00:28:54,480 --> 00:29:00,399
property of the municipality or local
board a personal matter about an

401
00:28:58,640 --> 00:29:05,120
identifiable individual including
municipal or local board employees

402
00:29:02,799 --> 00:29:10,159
labor relations or employee negotiations
and the topic is it operating model the

403
00:29:08,000 --> 00:29:15,220
confidential recommendations all those
in favor

404
00:29:12,960 --> 00:29:19,679
that is carried
[Music]

405
00:29:18,159 --> 00:29:25,360
so
let's start then by discussing

406
00:29:22,799 --> 00:29:30,159
uh item four
i recommendation for uh mr

407
00:29:28,320 --> 00:29:34,880
mr nos did you have anything further to
say about the gs gis technician

408
00:29:33,039 --> 00:29:39,760
i know councilor cabral had a point that
he wants to make and discuss

409
00:29:37,039 --> 00:29:43,760
no not at all and just for for for open
purposes um you know one of the

410
00:29:41,360 --> 00:29:48,880
suggestions we had was to to hire a gis
person uh this growing need for gis

411
00:29:46,320 --> 00:29:54,799
services both internally and externally
uh so it is a gap um it can be quite

412
00:29:52,840 --> 00:30:00,399
um
uh important uh for the municipality

413
00:29:57,600 --> 00:30:04,880
going forward uh and and we suggest that
you hire it should be part of the it

414
00:30:02,720 --> 00:30:10,080
department uh because it will be more of
a centralized service for now so that's

415
00:30:06,960 --> 00:30:13,600
the just to to present it uh in open uh
that's great

416
00:30:11,279 --> 00:30:17,919
before going to council cabral um
michael you had some thoughts with

417
00:30:15,760 --> 00:30:23,760
respect to this and uh also the
consideration of cost recovery i believe

418
00:30:20,240 --> 00:30:27,600
you and i had talked about that
uh thank you mayor allen yes uh

419
00:30:26,080 --> 00:30:32,799
yeah we had a brief discussion about
that um internally and i know

420
00:30:30,480 --> 00:30:36,880
uh ceo schmidt and i also discussed it
um

421
00:30:34,159 --> 00:30:39,520
and uh and again it and with john i
should say

422
00:30:38,080 --> 00:30:42,399
um
so

423
00:30:40,960 --> 00:30:47,679
one of the one of the struggles that
we're having right now is that many of

424
00:30:45,520 --> 00:30:52,399
the departments be it finance planning
building

425
00:30:48,960 --> 00:30:56,720
they're all very heavily relying on gis
systems right now

426
00:30:53,840 --> 00:31:01,120
uh citywide city view you know for those
softwares they're they're all integrated

427
00:30:59,200 --> 00:31:04,399
into gis
and one of the issues that we're having

428
00:31:02,480 --> 00:31:07,600
right now again is
that the county's uh

429
00:31:06,240 --> 00:31:11,279
service uh
their service level right now maybe

430
00:31:09,279 --> 00:31:15,200
isn't adequate for us simply because
they're they're probably understaffed on

431
00:31:13,039 --> 00:31:18,720
their end too and they're having a hard
time keeping up with uh with

432
00:31:17,600 --> 00:31:22,559
the rest of the
the other munis the partner

433
00:31:19,919 --> 00:31:26,880
municipalities requests as well so
um

434
00:31:23,440 --> 00:31:31,919
what i would say is that if we had a gis
technician or coordinator depending on

435
00:31:28,960 --> 00:31:35,120
uh what we end up going for
it would be

436
00:31:33,519 --> 00:31:39,600
someone who could be that sort of
intermediary with the county's gis

437
00:31:37,200 --> 00:31:45,519
department and to be able to develop
applications and integrations in-house

438
00:31:42,640 --> 00:31:49,519
layers and stuff like that on the maps
that we can then send to the county

439
00:31:47,519 --> 00:31:52,159
servers and
and then that way we don't necessarily

440
00:31:50,880 --> 00:31:55,200
have to involve the county except
they're just hope they're the host

441
00:31:53,760 --> 00:31:59,279
environment for
you know all of the data

442
00:31:56,880 --> 00:32:05,760
and then you know things like
public layers you know

443
00:32:02,399 --> 00:32:09,519
one example would be on the county's gis
map right now they have garbage

444
00:32:07,519 --> 00:32:13,360
collection dates you know that that's
that's one particular piece of data

445
00:32:11,760 --> 00:32:16,399
that's handy to the residents when they
log into that map

446
00:32:16,640 --> 00:32:24,159
being able to feed in specific township
data to those maps directly from our

447
00:32:21,279 --> 00:32:28,240
environment would be a huge benefit and
i don't unfortunately have the gis

448
00:32:26,080 --> 00:32:32,080
expertise to be able to facilitate that
right now

449
00:32:29,679 --> 00:32:36,720
we have used internal staff from public
works and planning to develop these

450
00:32:34,080 --> 00:32:40,880
layers but they aren't gis technicians
they're you know they have some training

451
00:32:38,480 --> 00:32:43,760
in that but it's not the level that we
need and certainly they're they're

452
00:32:42,159 --> 00:32:48,799
pulled doing other things they're
they're swamped enough so having

453
00:32:45,840 --> 00:32:53,600
a dedicated resource for to develop
those uh those layers those maps and

454
00:32:50,960 --> 00:32:57,279
applications would be a huge benefit to
the township

455
00:32:54,880 --> 00:33:01,039
um and
with regards to um

456
00:33:00,080 --> 00:33:03,919
uh
you know finding finding the money for

457
00:33:02,559 --> 00:33:07,600
it so to speak
lost for words right now um would be to

458
00:33:06,559 --> 00:33:12,880
hopefully
uh you know through application fees

459
00:33:10,399 --> 00:33:17,840
pay for that position so
uh you know through building permit fees

460
00:33:15,919 --> 00:33:21,440
planning application fees you know
certainly our planning and building

461
00:33:19,279 --> 00:33:27,760
departments are both swamped right now
um and uh and if if we had more you know

462
00:33:25,519 --> 00:33:31,840
logical tools and and mapping tools
where you know someone could click on a

463
00:33:29,760 --> 00:33:36,000
property and be able to see everything
about their own property

464
00:33:33,600 --> 00:33:39,760
uh that that would be a huge benefit and
potentially reduce the number of calls

465
00:33:37,679 --> 00:33:42,640
that we get into customer service and
and you know a lot of the back and forth

466
00:33:41,679 --> 00:33:47,840
with
some of our more senior members and uh

467
00:33:45,840 --> 00:33:51,200
and certainly it would be a boon to
to staff as well internally you know

468
00:33:49,440 --> 00:33:54,960
being able to see all of that
information

469
00:33:52,399 --> 00:33:58,080
on a map at a glance uh without having
to log into separate systems and stuff

470
00:33:56,799 --> 00:34:01,760
like that
and again i i believe all of this is

471
00:34:00,320 --> 00:34:06,320
achievable with
the county's tools

472
00:34:03,519 --> 00:34:11,040
um again hopefully uh from my
understanding those those tools should

473
00:34:07,840 --> 00:34:13,599
be adequate um going forward you know
um

474
00:34:12,079 --> 00:34:16,320
we've been using them
for

475
00:34:14,320 --> 00:34:21,760
years now and uh
they've been solid uh provided we have

476
00:34:18,720 --> 00:34:28,000
the the avenue to to get our information
on the county's mapping

477
00:34:24,720 --> 00:34:31,280
then the only cost to us would be staff
time

478
00:34:28,879 --> 00:34:34,639
for that gis technician so
yeah we i don't think we would

479
00:34:32,960 --> 00:34:39,119
necessarily need
much else in terms of

480
00:34:37,359 --> 00:34:42,960
in terms of project fees and stuff like
that unless there are more integrations

481
00:34:41,119 --> 00:34:45,760
to be made
councillor cabrillo

482
00:34:47,119 --> 00:34:52,879
thank you marilyn i i think i get the
gist that this wouldn't just be for

483
00:34:50,879 --> 00:34:56,480
internal just from what uh
coordinator bernie said i think it would

484
00:34:54,560 --> 00:35:00,160
also provide
a portal for the public as well to

485
00:34:58,240 --> 00:35:05,040
access information so he's answered it
thank you

486
00:35:01,520 --> 00:35:05,040
thank you councilman chairman

487
00:35:05,200 --> 00:35:10,880
thank you mary allen and thank you for
the presentation and thank you

488
00:35:08,800 --> 00:35:15,520
coordinator bernie for your expertise
and knowledge so it sounds like with

489
00:35:13,200 --> 00:35:19,839
what um coordinator bernie sand with the
gis that this could be probably a top

490
00:35:18,640 --> 00:35:24,960
priority
and if so where do we go from here do we

491
00:35:22,720 --> 00:35:29,200
have staff report
on

492
00:35:25,920 --> 00:35:33,040
financial end of it or just i just like
to know that

493
00:35:31,280 --> 00:35:38,640
okay well um
the motion that is uh

494
00:35:35,800 --> 00:35:42,560
proposed in the agenda
uh

495
00:35:39,839 --> 00:35:47,280
talks to um
receiving uh what we have been provided

496
00:35:45,040 --> 00:35:50,800
today and then uh
approving the master plan and directing

497
00:35:49,200 --> 00:35:55,680
staff to report back to council
regarding its initiative one to 11

498
00:35:53,280 --> 00:35:59,200
outlined in the it master plan and
recommendations one to four so it'd be a

499
00:35:57,680 --> 00:36:04,960
further reporting
back to us about implementation is what

500
00:36:02,079 --> 00:36:10,400
i interpret ceo schmidt
uh thank you mr to uh councilman

501
00:36:07,359 --> 00:36:15,200
chairman um so councilman chapman uh
depending on council's

502
00:36:12,400 --> 00:36:18,560
decision today the idea would be is as
you may have seen or you would have seen

503
00:36:17,200 --> 00:36:23,520
or you should have seen
when we were talking about some staffing

504
00:36:21,040 --> 00:36:27,920
requirements late last year
we did have a somewhat of a five-year

505
00:36:25,280 --> 00:36:31,359
plan and we did have a gis technician
slash kind of i.t position in the next

506
00:36:30,240 --> 00:36:34,640
five years
uh after

507
00:36:32,880 --> 00:36:39,440
completing this exercise i think what
you'll see depending on council's

508
00:36:36,720 --> 00:36:44,480
consideration today is uh if council is
supportive of that you'll likely see a

509
00:36:41,440 --> 00:36:50,079
request come through the 2023 budget uh
for a gis technician so um and or if

510
00:36:48,000 --> 00:36:55,839
council wants to see something prior to
that obviously we're in your hands as to

511
00:36:52,320 --> 00:36:55,839
as to what you'd like to see

512
00:36:55,920 --> 00:37:03,680
okay
um then can i have a mover and secondary

513
00:37:00,160 --> 00:37:06,720
for the motion at hand please
counselor moore and councillor ma

514
00:37:05,440 --> 00:37:11,200
chapman
that the presentation regarding the i.t

515
00:37:08,480 --> 00:37:15,680
master plan presented by john nass
blackline consulting be received and

516
00:37:13,599 --> 00:37:19,920
that council hereby approved the it
master plan and that staff be directed

517
00:37:17,599 --> 00:37:25,040
to report back to council regarding
initiatives 1 to 11 outlined in the iit

518
00:37:22,320 --> 00:37:25,040
master plan

519
00:37:25,960 --> 00:37:32,800
2022-2027 report and recommendations one
to four outlined in the confidential

520
00:37:30,480 --> 00:37:35,800
report it operating model all those in
favor

521
00:37:36,000 --> 00:37:42,640
is carried unanimously confirmatory by
law mover and secondary police

522
00:37:41,839 --> 00:37:47,079
uh
councillor cabral and councillor richie

523
00:37:45,440 --> 00:37:51,520
then bylaw
2022.034 to confirm and adopt the

524
00:37:49,119 --> 00:37:56,960
proceedings of cancelled special meaning
held on may 4th 2022 listed here and

525
00:37:54,800 --> 00:38:01,760
beside and so by the mayor and clerk all
those in favor

526
00:37:59,440 --> 00:38:05,200
that is carried and
mover and second to adjourn this meeting

527
00:38:03,520 --> 00:38:08,400
please
counselor ritchie councillor moore that

528
00:38:07,040 --> 00:38:13,280
the special meeting of the township of
spring water does now adjourn at 5 10

529
00:38:11,040 --> 00:38:19,119
p.m to meet again in the regular meeting
may 4th 2022 at 6 30 pm all of us in

530
00:38:16,839 --> 00:38:25,200
favor that is carried
again thank you mr noss

531
00:38:21,359 --> 00:38:29,960
for the report and good presentation
thank you and have a good evening thank

532
00:38:26,480 --> 00:38:29,960
you thank you

533
00:38:32,480 --> 00:38:34,560
you